1.1. The Association: Aldborough Hatch Defence Association, established in 1966, hereafter referred to as “AHDA”.
- 2.1. To represent the relevant concerns of residents regarding the local environment and in so doing to defend, protect and enhance the green space, wildlife and local heritage. As part of this commitment, we aim to oversee and participate in such community projects as ‘The Clean Up the Hatch Day ‘and the management of the Dick Turpin Orchard Project’. To welcome residents from all diverse/ethnic communities. To work closely with other local resident associations and community, heritage and environmental groups. To seek to engage with policy makers, Councillors, local council and the media.
- 3.1. Membership of AHDA shall be open to any person over 18 years old completing a membership application form and paying the minimum subscription/joining fee as determined by the Annual General Meeting (AGM).
3.2. There shall be 3 classes of membership available. These are: Full Membership – Voting rights at AGM Family Membership – Voting rights at AGM Associate Member – No voting rights at AGM.
EXECUTIVE OFFICERS AND THEIR DUTIES.
- 4.1. The Executive Officers of ‘AHDA’ shall be as follows: Chairperson – Chairs all General Meetings and all Executive Committee meetings when present. Vice Chair – To deputise for the Chair as and when required. Secretary – To keep all books and records of the Association, take of minutes of all AGM’s and Executive Committee meetings. Treasurer – To ensures that the financial affairs of the AHDA are kept in good order and that the annual accounts and a financial report are submitted to the Executive Committee for it to place before the members at the AGM..Membership – To maintain the Members’ Register (containing name, address, Secretary and such other contact details as the member supplies). Public Relations – To write press releases, deal with press enquiries, writing Officer and editing leaflets, newsletters. Green Belt – To monitor national and local Green Belt plans and liaise with Champion others such as the Woodland Trust/London Wildlife Trust etc. Dick Turpin – To oversee and manage the Dick Turpin Orchard Project. Orchard Planning Applications – To oversee local planning and any impact on the green Monitor spaces. Other Officers – As required
ELECTION OF EXECUTIVE OFFICERS
5.1. All Executive officers shall be elected by the membership attending the AGM. Only Full Members will be permitted to vote.
- 5.2. All Executive Officers are elected for a period of 1 year but may be re-elected to the same office the following year.
- EXECUTIVE COMMITTEE
6.1. The day to day running of ‘AHDA’ shall be controlled by the Executive Committee comprising of the Executive Officers of the ‘AHDA’.
6.2. The Executive Committee shall meet, either in person or virtually, at agreed intervals and not less than 4 times per year. 6.3. Electronic communication may be used throughout the AHDA executive operation.
6.3. A quorum for the Executive Committee meetings shall be at least 3 members.
6.4. The duties of the Executive Committee shall be:
6.4.1. To control the affairs of AHDA on behalf of the Members
6.4.2. AHDA shall maintain a Building Society / Bank account and the Chairperson or Treasurer shall be authorised to sign cheques.
6.4.3. To co-opt additional members of the Executive Committee as the Committee feels is necessary. Co-opted members shall not be entitled to a vote on the Executive Committee.
6.4.4. To make decisions based on a simple majority vote. In the case of equal votes, the Chairperson shall be entitled to an additional casting vote.
6.4.5. Minutes of Executive Committee meetings must be taken and made available to all AHDA members.
6.4.6. The Executive Committee has the following powers and responsibilities: – Supervision and direction of the day to day running of the AHDA. – Preparation and presentation to the AGM of a written annual report on the Association and its activities (annexing the annual accounts and the Treasurer’s financial report). – Appointment of sub-committees, whose Membership must include at least 1 member of the Executive Committee, to which it may delegate powers and duties on such terms as the Executive Committee thinks fit – Change the Executive Officer roles when necessary, which will be ratified at the AGM.
ANNUAL GENERAL MEETINGS (AGM)
7.1. The AGM of AHDA shall be held not later than the end of June each year. Should there be local restrictions beyond the control of AHDA such as a Pandemic then the Executive Officers may vote to either change the date of the AGM or hold a Virtual meeting. 7.2. Notice of 21 days of the AHDA AGM shall be given to every member either at their home address or by email. 7.3. Members must advise the Secretary in writing or by email of any business to be moved at the AGM at least 7 days before a meeting. 7.4. The Secretary shall circulate or give notice of the Agenda for the meeting to members not less than 3 days before the meeting. 7.5. The business of the AGM shall be to:
7.5.1. Confirm the minutes of the previous Annual General Meeting and any General Meetings held since the last Annual General Meeting.
7.2.2. Receive the audited accounts for the year from the Treasurer.
7.2.3. Receive the annual report of the Executive Committee from the Secretary.
7.2.4. Elect an auditor.
7.2.5. Elect the Officers of AHDA (ie Chairperson, Vice Chair, Secretary, Treasurer and the other Executive Committee Members). 7.2.6. Review AHDA membership rates and agree them for the forthcoming year
7.2.7. Transact any other busines received in writing by the Secretary from Members 21 days prior to the meeting and included on the Agenda.
7.2.8. ‘Any other business’ at the Chairperson’s discretion or in the case of an emergency may be included but Members are encouraged to refer other items to the Executive Committee and give the required notice for important AGM business.
7.2.9. Special General Meetings may be convened by the Executive Committee or on receipt by the Secretary of a request in writing or by email from not less than 3 Full Members of AHDA. At least 21 days’ notice of the meeting shall be given.
7.2.10. Nomination of candidates for election of Officers shall be made in writing or by email to the Secretary at least 14 days in advance of the AGM date. Nominations can only be made by Full Members and must be seconded by another Full Member. If there are no nominations for a post or posts received by the Secretary by the time of the AGM, hen nominations for a post or posts can be taken at the AGM from Full Members only.
7.2.11. At all AGM’s, the chair will be taken by the Chairperson or, in their absence, by a deputy appointed by AHDA or by Full Members attending the meeting.
7.2.12. Decisions made at AGM’s shall be by a simple majority of votes from those Full Members attending the meeting. In the event of equal votes, the Chair shall be entitled to an additional casting vote.
7.2.13. A quorum for an AGM shall be 10 Full Members and 2 Officers of AHDA including 1 from the Chairperson, Secretary and Treasurer.
7.2.14. Each Full Member of AHDA shall be entitled to one vote at AGMs.
7.2.15. Minutes of the AGMs must be taken and made available to members on request.
8. RESIGNATION FROM MEMBERSHIP
8.1. Any member may resign at any time by notice in writing to the Secretary. On receiving the notice the Secretary will immediately remove that member from the Members’ Register, which terminates membership.
8.2. The resigning member is not entitled to any return or rebate of membership fees and remains liable for any unpaid membership fee and any other sums due from him or her to the AHDA.
- DISCIPLINARY OFFENCES 9.1. Any member who is in serious or persistent breach of this Constitution or who otherwise acts in a way which in the opinion of the Executive Committee is seriously or persistently inappropriate for a member of this association will be asked to resign from the AHDA immediately.
- EFFECTS OF RESIGNATION, EXPULTION OR DEATH
10.1. All rights and interests in the AHDA and its property cease immediately on termination of membership by resignation, expulsion, or death.
- ALTERATIONS TO THE CONSTITUTION
11.1. Any proposed alteration to the AHDA Constitution may only be considered at an Annual or Special General Meeting, convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a Full Member of AHDA and seconded by another Full Member. Such alterations shall be passed if supported by not less than two thirds of those Full Members present at the meeting, assuming that a quorum has been achieved.
12.1. If at any General Meeting of AHDA, a resolution be passed calling for the dissolution of AHDA, the Secretary shall immediately convene a Special General
Meeting of AHDA to be held not less than one month thereafter to discuss and vote on the resolution. 12.2. If at that Special General Meeting, the resolution is carried by at least two thirds of the Full Members present at the meeting, the Executive Committee shall thereupon, or at such date as shall be specified in the resolution, proceed to realise the assets of AHDA and discharge all debts and liabilities of AHDA. 12.3. After discharging all debts and liabilities of AHDA, the remaining assets shall not be paid or distributed amongst the Full Members of AHDA but shall be given or transferred to some other voluntary organisation having aims and objectives similar to those of AHDA.
- INDEMNITIES AND LIMITATION OF LIABILITY
13.1. Full indemnity out of the Association funds is given to Officers and other members of the Executive Committee against all payments and other liabilities properly incurred by them in the exercise of their duties or powers for the Association.
- EQUAL OPPORTUNITIES
14.1 AHDA will not discriminate on the grounds of sex, race (including colour, ethnic or national origin), sexual orientation, disability, gender reassignment, religious or political belief, pregnancy or maternity, marital status or age.
- DATA PROTECTION
15.1 AHDA needs to keep personal data about its committee, members, volunteers in order to carry out its activities. See Appendix 1, Data Protection Act, for full details.
Appendix 1 – Data Protection Act
- We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the General Data Protection Regulation (GDPR) and other relevant legislation.
2. We will only collect, store and use the minimum amount of data that we need for clear purposes, and will not collect, store or use data we do not need.
3. We will only collect, store and use data for: • purposes for which the individual has given explicit consent, or • purposes that are in AHDA’s legitimate interests, or • contracts with the individual whose data it is, or • to comply with legal obligations, or • to protect someone’s life, or • to perform public tasks.
4. We will provide individuals with details of the data we have about them when requested by the relevant individual.
5. We will delete data if requested by the relevant individual, unless we need to keep it for legal reasons.
6. We will endeavour to keep personal data up-to-date and accurate.
7. We will store personal data securely.
8. We will keep clear records of the purposes of collecting and holding specific data, to ensure it is only used for these purposes.
9. We will not share personal data with third parties without the explicit consent of the relevant individual, unless legally required to do so.
10. We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We will evaluate our processes and understand how to avoid it happening again. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours, and to the individual concerned.
11. To uphold this policy, we will maintain a set of data protection procedures for our committee and volunteers to follow